LeanIX - Product Documentation

Welcome to the LeanIX Product Documentation. Here you will find all the basic information you need to start working with LeanIX. Besides that, we provide well-structured information on how to get more out of LeanIX, best-practices, and use-case specific guidelines. Feel free to spread this product documentation in your company and use it as a common information source to answer your colleagues’ most urgent questions.

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Working with Fact Sheets

In this section we will walk you through the structure of a single Fact Sheet, show you how to add and edit information in an efficient way, and give you instructions and best practices on how to set-up Fact Sheets.

Factsheet Definition & Structure

Fact Sheets are the central element in LeanIX. They are used to document and save information on architectural objects like applications, business capabilities or IT components. With a Fact Sheet, you keep all relevant information on a "one-pager" and maintain the dependencies within your IT landscape.

Create a Fact Sheet

Either in the Inventory menu or on a selected Fact Sheet, press the "New Fact Sheet" button on top of the right-hand panel.

Select the Fact Sheet type you want to create, and choose a name (e.g. Type: Business Capability; Name: Customer Management). Clicking Create leads you to your brand new Fact Sheet.

Best Practice:

For creating and updating Fact Sheets of the type IT Component we recommend using our FLEXERA - Technopedia integration. While entering the IT Components' name, Technopedia will automatically search its library and give drop-down suggestions to choose from. It additionally adds information like version, description and (Vendor) Lifecycle of an IT Component, if available. You will improve your data quality significantly, while gaining speed entering data.

Adding and Editing Data in a Fact Sheet

If you want to edit data on a Fact Sheet, simply hover over the section you want to update and press the Edit button that appears in the upper right corner.

This will open an input screen that lets you edit all information that is vital to a certain section. If you are just working through a new Fact Sheet, you can chose Save & Next. LeanIX will automatically lead you to edit the next section (in this example "Lifecycle").

If you want to Add new information, a similar input screen appears. You will be asked to search for a Fact Sheet you want to relate and add a description of the relation. You can also add the timespan for which the relationship will be active.

As soon as you type in a project name, you will receive a list of already existing projects that could match your search. You can choose one of the suggested projects and save it to apply your choice.

If you do not find the project you are looking for, or if you intend to relate a project that does not already exist, LeanIX suggests you create a new Project Fact Sheet on-the-fly. To create it, click on the New button that appears on the right-hand side. You need to make sure that "on-the-fly creation" is enabled for the Project Fact Sheets.

Best Practices

LeanIX offers you several features to optimize your workflow while maintaining data in the workspace. As the Save & Next feature introduced above, there is the possibility to click Save & New while adding Fact Sheet relations. Using Save & New will keep you on the input screen to relate one more IT Component.

Another Best Practice to add more than one relations at once is our "Add multiple feature that is explained in the upcoming section**.

Add Multiple

If you need to add a certain amount of Fact Sheet relations, LeanIX gives you the chance to Add multiple Fact Sheets at once. This might be useful if you want to add a group of Fact Sheets that match certain filter criteria.

Clicking on Add multiple will lead you to a filter similar to the one in the inventory, including smart search functionality.

Best Practice:

Besides the features we have just seen here, a key to a purposeful management of your Fact Sheet is adding Tags and keeping track of the Completion level and Data quality. For further information on this inevitable topic have a closer look at Use Tags for more powerful insights and Increase your Data Quality.

Constraining Relations / Business Capabilities "relation valid for"

It's possible to relate Business Capabilities to User Groups (the relation is always 1 to 1). When creating one more Business Capability, the system assigns it to all User Groups automatically.

To visualize the relations between Business Capabilities and User Groups, click on the text highlighted in the screenshot below.

The system displays the table you can see below, in which you get an overview how the Business Capabilities and User Groups are related. Here you can add or remove multiple Fact Sheets.

Best Practice:

When in doubt, start without relation constraints and add them later. They might add granularity but they also add maintenance effort for your users.

Adding and Deleting Business Capabilities from User Groups

1

User Groups without Children: Allows a view to add or delete any Fact Sheets to the User Group by drilling down to the specific Business Capability required.

2

User Groups with Children: Allows a view to edit Business Capabilities of specific Users within a User Group. Make sure to assign Fact Sheets to each User Group individually to allow easy deletion in the future.

Warning:

If you initially assign Business Capabilities to an entire User Group with children, you will not be able to delete the Business Capabilities individually from the children of the User Group.

Review Fact Sheet Subscriptions

As soon as you switch to the column Subscription you can see who is currently subscribed to a Fact Sheet, and have the following options to manage those subscriptions.

1

Add a person: Leads you to a screen that will allow you to add new subscribers to the Fact Sheet, no matter if they are already using LeanIX or not.

2

Subscribers Information: Gives you information about name, subscription type (e.g. Responsible) and Subscription Role (e.g. Enterprise Architect). It also offers a button that enables you to directly contact this person via mail.

3

Edit Subscription: Leads you to a screen to update users' subscription information (e.g. change subscription role).

If you want to add a new subscriber, you can do so by email address or name. While typing the name, LeanIX suggest matching users that are already subscribed to the workspace. Next you have to select their type and the role, if already defined.

Best Practice

Working with a well-structured role model enhances the way you can cooperate in your workspace. A good set of subscription roles should match your organizational governance model and include proper role descriptions. We recommend to define such a model in the admin area and set roles for every subscriber. To find out how this is done, please have a look at our chapter Define Subscription Roles.

Adding Contacts

If you want to add a contact that is not an active user of your workspace, select New person.

A new Contact will be now added to the subscription. This person will not receive any notifications by LeanIX. Nevertheless, you will now have stored the person's name and email address. The Invite button enables you to invite this person to LeanIX if you like.

Comment on Fact Sheets

Commenting on Fact Sheets can be used to gather specific information and remind to submit information into the Fact Sheet. Comments are forwarded to every subscriber if the notification is activated.

1

New comment: For every Fact Sheet you are able to add new comments, that are displayed on top of the list.

2

Answer comments: For every comment a threat will be opened. Every workspace user can contribute, until somebody closes the threat activly. To do so you need to check **Close topic** and submit your answer.

Link external Documents on a Fact Sheet

LeanIX allows you to link documents to a Fact Sheet, as an additional source of information. To do so, simply go to the column Documents, select Add new document and fill in Name, URL (http: and https:), and a description of the document.

Information:

LeanIX actively chooses to reference documents via link instead of uploading the documents itself. The reason is that the documents are likely to be stored in a solution that comes with nice features for document versioning as well as an identity & access management configured to meet confidentiality requirements.

Adding Real-Time Metrics to a Fact Sheet

The real-time Metrics module transforms LeanIX from an Enterprise Architecture Management tool into an Application Intelligence Platform. The add-on allows you to connect real-time data from various external sources that are valuable to business, development or operations, and enables you to monitor activities, user behavior or availability in relation to the IT architecture that you manage in LeanIX.

To get a more detailed overview of the metrics add-on please have a look at our Youtube Tutorial or download our Metrics Whitepaper.

Create Surveys

A powerful feature to gather focused information in your workspace is by using our Survey add-on. This feature is designed to reach out to the subscribers of a Fact Sheet and make them maintain data or get additional qualitative feedback about a Fact Sheet (e.g. Application).

Best Practice:

Working with surveys is an easy but powerful way to increase cooperation within your workspace. To get into survey design in more depth feel free to watch out youtube tutorial or get in touch with your Customer Success Manager.

Review a Fact Sheets Change History

You are able to see the complete changelog of each Fact Sheet and view what changes were done.

1

Event: Shows you what action has been applied to the Fact Sheet.

2

Path: Shows you what field has been updated.

3

Old Value / New Value: Shows you the old and the new value that has been entered. Old Value will be empty, if it has been initially populated.

4

User / Time: Shows you the user that changed the value and a timestamp for the change.

The entries cannot be deleted manually, however, in the context of the EU GDPR regulation, personal data will be deleted accordingly.

Information:

For users of the LeanIX EAM Product Version, there is a "Get Legacy Events" button on the bottom of the list. This enables you to get all events that occurred before your migration to the LeanIX Pathfinder.

Working with Fact Sheets


In this section we will walk you through the structure of a single Fact Sheet, show you how to add and edit information in an efficient way, and give you instructions and best practices on how to set-up Fact Sheets.

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